Facilities Assistant

Oxford, Full time and Permanent

The role

To provide administrative and facilities services to our Oxford office. The role will report to the Facilities Manager and is responsible for the smooth operation of the facilities functions within the Oxford office.

Main responsibilities

• First point of contact for Facilities and Health & Safety issues within the office
• First point of contact with building landlord/managing agents
• Welcoming visitors to the firm in a polite and professional manner
• Carry out daily building inspections and report any maintenance issues to the relevant person. Liaising with any contractors coming to site
• Provide assistance to other Business Support Functions that are not based in this office (Finance, HR, IT or Marketing) as and when requested
• Process all incoming and outgoing mail and arrange couriers
• Undertake reprographic duties to the highest standard (i.e. photocopying and scanning post/documents/files, creating USB Data Sticks and collating/binding documents). Ensure MFD is in working order and fully stocked with paper and toner
• Ensure the office equipment and furniture is usable and arrange repairs or replacement as necessary. Be aware of how to operate the office equipment correctly and know the procedures to follow in the event of faults or damage
• Maintaining the meeting room diaries and coordinate catering requirements for client meetings, seminars, and mediations
• Ensure equipment is available, set up correctly working prior to the start of meetings/seminars
• Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained
• Records Management including boxing up files, recording file movements on archive database, dealing with archive requests, file audits and assisting the File & Deeds coordinator as appropriate
• Ensure clear desk and security policy maintained and adhered to
• Ensuring security procedures regarding access to the premises are adhered to at all times
• Complete compliance audits as required and in a timely manner
• Conduct new joiners facilities induction (office tour, fire evacuation, issue security passes etc)
• Assist the Health & Safety Manager (Birmingham) in complying with all Health & Safety regulations
• Complete relevant H&S training courses including First Aider and Fire Warden training
• Completing courier forms and arranging these as directed
• Managing Special Deliveries and proof of posting
• Managing information that is saved in places such as data rooms and Sharefiles

The person

To be successful in this role, it is likely that your background would include:

• Experience in a similar role, such as an Administrative Assistant or Facilities
• Front of house experience to include reception duties or a customer facing role
• Experience of providing support across several areas to multiple people eg - diary management, arranging travel, organising small office events
• Excellent knowledge of Microsoft Office systems; Outlook, Word, PowerPoint, Nitro and Sharefile
• Experience of InterAction and finance systems, but not essential

The package

As you’d expect, we offer a competitive salary and a wide range of benefits.  You can find out more about our core staff benefits here.

Pre-employment screening

If we make you an offer for a role, we will conduct a range of pre-employment screening. This will include, but is not limited to, a basic DBS check, right to work check, address verification, any disciplinary history recorded with the Solicitors Regulation Authority (SRA) and a self-declaration to assess your character and suitability for the role. Full details of our screening process are available on request.

Our business services career structure

Here at Mills & Reeve our business services career structure has five levels and a clear progression framework. This role fits within the Assistant level of our framework, and the job description includes the types of activities expected for this type of role. If you’d like more information on our career structure, our HR team will be happy to provide further details.

The firm

Mills & Reeve is centred on achieving more for clients, their businesses and the wider communities we serve.

Our clients and their industries benefit from our knowledge and learning – on everything from wellbeing, diversity and inclusion to global trends. The wider community benefits from a focus on sustainability in client and business decisions.

Clients get a consistent experience with no surprises – we tell them what they need to know, when they need to know it. Our sector and market expertise helps us understand clients’ issues. And our technology and innovations help them achieve more with less effort.

We build personal relationships, with advice individually tailored to individual need. And if clients need things we don’t offer, we draw on our network to give recommendations.

Our 1,250 plus people and over 750 lawyers share one vision – achieving more for clients.

By joining Mills & Reeve, you’ll have the chance to build your skills and experience within a firm that’s not only ranked in the top 50 UK law firms, but also one that truly values their people. Our mantra is “Achieve more. Together.”, which we feel embodies our purpose and is more than just a catchphrase!

We’ve been listed in the Best Companies to Work For list the last 20 years - the only law firm to have achieved this, and we hold Platinum Investors in People status, something which only 6% of 50,000 assessed organisations achieve. We’ve also been ranked in the top 10 of RollOnFriday’s Best Law Firms To Work At list for the past eight years, taking the top spot in 2018, 2019 and 2020.

Don’t just take our word for it though. Have a read through our People Perspectives to find out more about some of our team and their experiences at Mills & Reeve.

And finally

Everyone at Mills & Reeve brings a unique perspective and ideas to the team and we do everything we can to help each person to thrive. We’re committed to providing an inclusive and supportive working environment, are happy to consider flexible working arrangements, and want to achieve the right balance for both our people and the firm. We encourage everyone to ask if they feel they need any workplace adjustments, and will do our best to support with these.

Promoting equality and diversity across our firm is a key pillar of our strategy, and our five staff networks are an integral part of this. To find out more about our diversity and inclusion work, visit our webpage here.

Want to find out more?

If you’d like any more information about Mills & Reeve take a look at our website.